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Insert Menu
Modular Designing
1. Pages section: allows to insert a new blank page after the current active page.
2. Table section: allows to insert a table into the document.
3. Illustrations section: allows to insert a shape from predefined libraries, insert picture
from a file, insert the vector text into the document.
4. Objects section: allows to insert Microsoft office documents.
5. Links section: allows to insert link in a shape for quick access to another page of
the document, a webpage, file or folder.
Page Layout Menu
1. Pages setup section: allows automatically to resize
the page, choose a paper size for the current page,
switch the pages between portrait and landscape
layouts, show/hide and customize the ruler size and Checkpoint
insert page numbers.
EDraw Max is all-in-one
2. Themes section: allows to change overall style diagramming tool that allows to
of the entire document, including colours, style draw flowcharts, fishbone
diagrams, UML diagrams or
and fonts. Change the colors, effects and fonts of design floor plans, office
layouts.
the current theme and set default theme for the
document.
3. Spell check section: check the spelling of the text.
Pressing F7 can also start the spell check.
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View Menu
1. Start slideshow section: allows to start slideshow from either the first page or the
current page.
2. Document view section: allows to view the presentation in normal view.
3. Show/hide section: allows to show/hide rulers, gridlines and guidelines or page
buttons. Turn on/off the snap to grid/snap to object option.
4. Zoom section: allows to zoom the page so that the entire page fits into the window.
5. Panel section: show or hide the library panel.
6. Window section: allows to switch between different windows.
Symbols Menu
1. Symbols section: allows to create a blank new library, create a new library will all
images from a specified folder, close the current active library, save the current
active library or open a specific library through Load Library feature.
2. Drawing tools section: allows to select objects or text in the document. Draw path
or shape lines using Pencil, draw open and closed Bezier curves or straight lines
using the Pen tool. Draw straight line using Line tool. Draw arc lines using Arc tool.
Add, move, delete or convert anchors to edit paths. Draw spinal, oval, rectangle,
polygon, rounded rectangle or star shapes.
3. Symbol tools section: allows to save the selected shape as a new symbol. Insert
a text box using Text Tool. Press Ctrl and click the selected shapes to add a
connection point.
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Help Menu
Modular Designing
1. Help section: allows to have access to Dynamic Help, access frequently asked
questions through FAQs, view video tutorials through Watch Video Tutorials.
2. Registration: allows to find updates through Check for Updates feature.
3. Contact: allows to navigate to EdrawSoft homepage through Home Page feature.
4.3. Creating and Arranging Diagrams
1. Open EDraw Max, and you will see the window of Available Templates. If you
already have opened EDraw Max, click File > New.
2. In the Available Templates list, click Basic Diagram and all of the templates and
examples in the Basic Diagram will appear in the central window.
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3. Double-click the template titled Highlight Shapes.
4. When the Highlight Shapes library opens, most of the space is taken up with a
blank drawing page. (Sometimes, because it is important to line up the shapes
when you create a diagram, there will be gridlines on the page.)
5. Click any shape on the Highlight Shapes template, hold down the mouse button,
and drag the shape onto your drawing page.
6. When you release the mouse button, the shape is surrounded by dashed green
lines with green squares called selection handles, and sometimes yellow diamonds
called control handles.
7. Repeat step 5 and 6 to add another shape to the page.
8. Connect the shapes together by using the connector tool.
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4.4. Working with Document Themes
Modular Designing
On the Page Layout tab, select a build-in theme. A document theme is a set of
formatting choices that include a set of theme colours, fonts, connector styles and
effects. You can set custom theme colours, fonts, connectors and effects based on the
current theme.
Set Default Theme Colour
On the Page Layout tab, click Colours button. From
the drop-down colour list, choose a colour scheme. As new businesses start up
To create a custom colour scheme, click Create commerce becomes dependent on
the Internet there will be a 13%
Theme Colours at the bottom of the colour list. increase demand for graphic
designers by 2020.
(Bureau of Labor Statisitcs)
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Set Default Theme Font
On Page Layout tab, click Fonts button. From the drop-down colour list, choose a
theme font. To create a custom font style, click Create Theme Fonts at the bottom of
the font list. Choose your desired font type, style, size and effect in the pop-up dialogue
box and click OK.
Set Default Shape Effect
On the Page Layout tab, click Effects button. From the effect panel, choose a theme
effect.
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Set Default Connector Style
1. On Page Layout tab, click Connectors button. From the drop-down colour list,
choose a connector style.
2. To create a custom connector style, click Create Theme Connectors at the bottom
of the list. Modular Designing
3. Set the line colour, dash type, line width, begin and end type from the pop-up
dialogue box.
4. Click OK.
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Save a Current Theme
You can save all the settings you have made as a custom theme. On Page Layout tab,
open Theme Library. At the bottom of Theme library, click Save Current Theme.
4.5. Align, Distribute and Group
1. Select the shape which you want to align with others, then press Ctrl and click the
shapes you want to align with. w. You can press Tab to switch the primary shape. In
this case, we would align first two rectangles with respect to the third one.
2. On Home tab, in Arrange group, click Align. Select the alignment option you want.
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Tips: The align box is the minimal bounding box of the shapes. The Align command
may be ineffective for connector shapes. When shapes are selected, the selection
handles will appear.
Distribute Shapes
1. Select three or more shapes. Modular Designing
2. On Home tab, in Arrange group, click Distribute.
3. Choose a distribution option.
• For Vertical distribution, the boundaries are defined by the top and bottom
shapes in the selection.
• For Horizontal distribution, the boundaries are defined by the leftmost and
rightmost shapes in the selection.
Group and Ungroup
To group shapes, select the shapes you want to group, go to Arrange group on Home
tab, point to Group, and then click Group (or press Ctrl + Shift + G).
To ungroup shapes, select the group, go to Arrange group on Home tab, point to
Group, and then click Ungroup (or press Ctrl +Shift +U).
4.6. Inserting Text in a Shape
1. On Home tab, click Text to choose
Text Block Adjust Tool and then
click the shape to select the text
block. If the text is in a group, click
to select the group, and then click
to select the text block.
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2. To rotate the text block, drag the rotation handle in the text block. When the cursor
is over the rotation handle, it will become a round arrow.
3. To resize the text block, drag a selection handle until the text block is in the desired
size. To delete the text block, select it and press delete key on the keyboard.
4.7. Inserting and Editing Backgrounds
1. On Page Layout tab, click Background and then select Choose Background.
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2. All the backgrounds appear in the Library Panel on the left.
Modular Designing
3. Select a background from the library panel and drag it on to the drawing area.
4. Alternatively, click on Library panel, select General, then click Backgrounds, and
drag a background shape onto your page.
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5. If you want to add only one single colour to the background, switch to Page Layout
tab and then click Background. Choose a colour for the page in the drop-down
menu.
6. To remove the background, select Remove Background option.
Editing a Background
1. You can edit the predefined backgrounds or the blank background. On View tab,
click Background View button.
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2. Select the background elements that you want to edit. You can delete elements
from the background, change colour, move them around or resize them as per
Modular Designing
your design requirements. The image on the left shows the original background.
Whereas the image on the right shows the edited background.
3. To exit the edit mode, click Normal View on View tab.
4.8. Layers in EDraw Max
Layers help you deal with different groups
of shapes. You can open the layer menu on
the right sidebar to modify layer settings.
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Inserting Layers
1. To create a new layer, click New button on the bottom. You can check the Lock
option to lock the contents of the layer. Check the Show option to show the content
of the layer and vice versa. The Active option shows the layer you are working on.
The Print option allows you to print the contents of a particular layer.
2. To insert object in a particular layer, make sure the layer is selected in the layers
panel.
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4.9. Formatting Shapes
You can format shapes in your EDraw drawing by changing any or all of their
attributes, such as line weight and pattern, fill colour and pattern, and text formatting.
For example, you might use fill colour to make a drawing for a slide presentation more
effective, or you might use line patterns to represent specific types of connections Modular Designing
between shapes.
Open Shape Formatting
A shape such as a line, arc, or zigzag. You can format an open shape with line patterns
and ends, such as by changing a solid line to a dashed line and adding an arrow to
one end. You can add line ends to open shapes, such as arcs or zigzag lines, but not to
closed shapes.
You can format lines by clicking Line button on Home tab or the Right Side Format
toolbar to select the options you want or use Line Colour onset lines’ colour and fills.
The lines and arcs can be formatted in the following ways.
1. Add colour.
2. Add a fill mode.
3. Change the line weight.
4. Change the line cap.
5. Add or remove line ends to turn any line or other open shape into an arrow.
6. Add a shadow.
7. Change the transparency of the line or of its shadow.
8. Format the shape’s text.
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Closed Shape Formatting
A shape that is surrounded by a continuous outline, such as a rectangle or circle. You
can fill a closed shape with a colour or a pattern.
Exploring Fill Options
• No fill
• Shape fill Checkpoint
• Gradient fill
• Single color gradient fill A document theme is a set of
formatting choices that include a
• Pattern fill set of theme colours, fonts,
connector styles and effects.
• Picture and texture fill
Layers help you deal with different
groups of shapes.
No Fill
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Solid Fill
Modular Designing
Gradient Fill
Single Color Gradient Fill
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Pattern Fill
Picture Fill
Applying Shadows
You can apply outer, inner of perspective shadows to closed shapes.
Outer Shadow
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Inner Shadow
Modular Designing
Perspective Shadow
Formatting Multiple Shapes
You can format several shapes with one-time operation by doing one of the followings:
• Selecting multiple shapes at the same time.
• Selecting shapes in a group
In the example below, we have applied picture fill to the group of shapes.
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Style
You can apply predefined styles to the shapes. To do so, select Style option on the
Home tab.
1. Select the shape or shapes you want to format.
2. If the shapes are part of a group, select one or more shapes in the group.
3. On the Home tab, in Styles group, click Line, Fill or Shadow to open corresponding
options dialogue.
4. Select the formatting options you want.
Duplicating the Shape Formatting
1. Select the shape whose formatting you want to copy.
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2. Click on the shape on which you want to apply the formatting
Modular Designing
4.10. Formatting Shapes
Rulers
Each drawing window has vertical and horizontal rulers that show measurements at
the scale of the drawing.
1. The intervals of the ruler correspond to the measurement unit you set in the Page
Setup dialogue box.
2. To access Page Setup dialog box, click on, Page Layout and select Page Setup.
3. From here you can either select Preset page size or Custom size
4. When you move shapes in a drawing, faint lines appear on the rulers to indicate the
position of the shapes.
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To change ruler measurement units, on the Page Layout tab, click Ruler & Grid button.
Under Measurement Units, click the units you want.
Grid
The grid helps to position shape more precisely. You can show/hide the grid in the
document. Use the Grid option in the View menu. By default, the grid is not printed with
the document. If you want grid to be printed, select printing grid line option in the Page
Setup dialogue.
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Show or Hide Grid or Rulers
On the View tab, check or uncheck rulers or gridlines to show or hide them.
Modular Designing
4.11. Printing
Click the File menu button , and then click Print to set the print options.
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Paper Size
Shown in the list are the paper sizes supported by the current printer as well as global
standard sizes. You can select Same as printer paper size on the Page Size tab to make
changes to the paper size also apply to the drawing page size.
Drawing page: The page in a drawing window that contains a drawing. A page can
be either a foreground or a background page. Each page has a size, which usually
corresponds to a standard paper size, and it has a scale.
Paper Orientation
Specifies the paper orientation as portrait or landscape.
Setup
Click More Print Setup… to open the Print Setup
dialogue box, where you can select printing
options such as the margins, centering, printer, Checkpoint
and paper source. Check to see if a drawing Rulers are the vertical and
page and the printer paper work together the horizontal lines that show
measurements at the scale of the
way you want. Changes you make to options drawing.
on this tab apply to the current page only. The grid helps to position shape
more precisely.
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Modular Designing
Adjust To
Reduces or enlarges the drawing page to a specified percentage of actual size for
printing only. If the drawing page is larger than one paper size, the diagram will be
printed onto more papers.
Fit To (Sheets Across by Sheets Down)
Fits each drawing in the print job on the specified number of sheets across and
down. Depending on the number of pages and the margins you specify, the drawing
is enlarged or reduced. If the pages across and down are not proportional to the
drawing’s dimensions, only those sheets needed to maintain the drawing’s proportions
are used.
Preview
Lists any reduction or enlargement that you specify. Change this setting under Print
zoom (all pages). This option only affects your printout; your actual drawing size is
unchanged. Note that when you reduce or enlarge a scaled drawing, you cannot use
the printout to measure real-world objects accurately.
Print Preview
Click the File menu, and then click Print.
If you aren’t satisfied with the result, you can change the print options in the Print
Setup dialogue. Preview different page by clicking the arrows below the preview
window.
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Let’s Review
1. EDraw Max is an extremely powerful all-in-one diagramming tool that can serve all of
your purposes.
2. EDraw user interface includes 7 major menus: File, Home, Insert, Page Layout, View,
Symbols and Help.
3. Page layout allows to change page layout, change the page setup, theme and back-
ground.
4. A document theme is a set of formatting choices that include a set of theme colours,
fonts, connector styles and effects.
5. To Group the objects press Ctrl + Shift + G. Similarly, to ungroup the objects, press Ctrl
+Shift +U.
6. Layers help you deal with different groups of shapes.
7. Show option to show the content of the layer and vice versa. The active option shows
the layer you are working on. The Print option allows you to print the contents of a
particular layer.
8. A shape such as a line, arc, or zigzag is called an open shape.
9. A shape that is surrounded by a continuous outline, such as a rectangle or circle is
called closed shape.
10. Rulers are vertical and horizontal lines that show measurements at the scale of the
drawing.
11. The grid helps to position shape more precisely.
My Notes!
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Practical Uses of
Databases
Online Television Personal Cloud
Streaming Storage Sports
Finances Government Social Media
Organizations
eCommerce Healthcare Weather
Handling Databases
Student Learning Outcomes
After going through this chapter, students will be able to:
1. Understand the concept of databases.
2. Familiarize with the MS Access’s user interface.
3. Understand the concept of data types and data fields.
4. Work with creating and organizing tables in MS Access
5. Understand the purpose of primary and foreign key by creating relationship
between tables.
6. Create queries to retrieve specific data from the tables.
7. Create, design and enter data in the tables through forms
8. Use mathematical operators in queries.
9. Create reports using the wizard.
ISTE Student Standard Coverage
Empowered Computational Creative
Learner Thinkiner Communicator
1a 1d 5a 5b 5c 5d 6d
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5.1. Overview
A structured set of data held in a computer, especially one
that is accessible in various ways is called Database. A
database is usually controlled by a database management
system (DBMS). Together, the data and the DBMS, along with
the applications that are associated with them, are referred
to as a database system, often shortened to Database.
The common language among electronic database is SQL.
It works at the backend of most user interfaces in any application. MS Access is one of
the softwares which use the same structure of SQL. Relational Database Management
System (RDBMS).
5.2. Getting Started with MS Access
Microsoft Access is a database management system (DBMS)
from Microsoft that combines the relational Microsoft
Jet Database Engine with a graphical user interface and
software-development tools. Access is an easy-to-use tool
for creating business applications either from templates
or from scratch. With its rich and intuitive design tools,
Access can help in creating appealing and highly functional
applications in a minimal amount of time.
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1. Quick Access Toolbar
The Quick Access Toolbar, located above the Ribbon, lets you access common
commands no matter which tab you are on. By default, it shows the Save, Undo, and
Redo commands. If you’d like, you can customize it by adding additional commands.
2. The Ribbon
Access uses a tabbed Ribbon system instead of traditional menus. The Ribbon
contains multiple tabs, each with several groups of commands. For example, the
Clipboard group on the Home tab contains commands such as Cut, Copy, and Paste.
Click the arrow in the lower-right corner of the Ribbon to minimize it (see image on
left). Click a tab to make the Ribbon reappear. It will disappear again when not in use
(see image on right).
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3. Tell Me
Handling Databases
The tell me box works like a search bar to help you quickly find tools or commands
you want to use.
4. Microsoft Account
From here, you can access your Microsoft account information, view your profile, and
switch accounts.
5. Navigation Pane
The Navigation pane is a list containing every object
in your database. For easier viewing, the objects are
organized into groups by type. You can open, rename,
and delete objects using the Navigation pane.
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6. Documents Tab Bar
All open objects are displayed in tabs on the
document tabs bar. To view an object, click its
tab.
7. Record Navigation Bar
The record navigation bar allows you to
navigate records one at a time. Click the arrows
to navigate through the records. You can jump
to a specific record by typing its ID number into
the box.
8. Record Search Box
You can use the record search box to search
for any term in the current object. The first
result will be selected automatically. To
navigate through additional results, press the
Enter key on your keyboard.
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9. Backstage View
Handling Databases
Backstage view gives you various options for saving, opening, and printing your
database. To access Backstage view Click the File tab on the Ribbon.
1. Back to Access: you can use the arrow to close Backstage view and return to
Access.
2. Info: it contains information on the current database and tools to help you
compact, repair, and encrypt the database.
3. New: allows to create a new database from scratch, or choose from a selection of
templates.
4. Open: allows to open databases from your computer, including those you’ve
recently edited.
5. Save and Save As: allows to save to save the current object. Use Save As to save a
new version of the current object or even the entire database.
6. Print: contains options for printing the current object in your database.
7. Close: allows to close the current database.
8. Account: access your Microsoft account information.
9. Options: allows change various Access options
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5.3. Datatypes in MS Access
Every field in a table has properties. Properties define the field’s characteristics and
behaviour. The most important property for a field is its data type. A field’s data type
determines what kind of data it can store. MS Access supports different types of data,
each with a specific purpose. Here are some of the most common data types you will
find used in a typical Microsoft Access database.
Types of Data Description
Short Text Text or combinations of text and numbers, including numbers
that do not require calculating (e.g. phone numbers).
Long Text Lengthy text or combinations of text and numbers.
Number Numeric data used in mathematical calculations.
Date/Time Date and time values for the years 100 through 9999.
Currency Currency values and numeric data used in mathematical cal-
culations involving data with one to four decimal places.
AutoNumber A unique sequential (incremented by 1) number or random
number assigned by Microsoft Access whenever a new record
is added to a table.
Yes/No Yes and No values and fields that contain only one of two val-
ues (Yes/No, True/False, or On/Off).
5.4. Creating Database in MS Access
Follow the steps below to create your first database in MS Access:
1. To create a database from a template, we first
need to open MS Access.
2. Select Blank Database. Enter the name and click
the Create button.
3. Access will create a new blank database and will
open up the table which is also completely blank.
4. After selecting a template related to your
requirements, enter a name in the File name
field and you can also specify another location
for your file if you want and save it with your
relevant name.
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5.5. Understanding Tables in MS Access
Handling Databases
All tables are composed of horizontal rows and vertical columns, with small rectangles
called cells in the places where rows and columns intersect. In Access, rows and
columns are referred to as records and fields respectively.
A field is a way of organizing information by type. Whereas, A record is one unit of
information. Every cell on a given row is part of that row’s record.
Each record has its own ID number. Within a table, each ID number is unique to its
record and refers to all of the information within that record. The ID number for a
record cannot be changed.
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Creating Tables in MS Access
When you create a database, you store your data in tables. You should always start
your design of a database by creating all of its tables and then creating any other
object. Before you create tables, carefully consider your requirements and determine
all the tables that you need.
Create the first table that will store the basic contact information concerning the
employees as shown in the following table:
Field Name Data Type
EmployeeID Autonumber
FirstName Short Text
LastName Short Text
Address-1 Short Text
Address-2 Short Text
City Short Text
State Short Text
Zip Short Text
Phone Short Text
Phone Type Short Text
The table can be created in two ways:
Creating table through Design View tab:
1. Right click Table 1 in the navigation pane and select Design View.
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2. Access will prompt you to save the table first. Enter a suitable name for your table.
Handling Databases
3. Once in Design View, enter the field name and its respective data type. Once we
type the field name MS Access will automatically assign the short text data type to
the field which can be modified as per our requirement from the drop-down menu.
4. Switch to Datasheet View to have look at your table. It is important to save your
table at this stage.
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5. The ID field is created in every table by default. To change the name of the ID field
to EmployeeID, click Name and Caption option.
Creating table through Datasheet View:
You can directly enter table field name from the datasheet view in Access.
1. To add a new field, double click Click to Add button on the table.
2. Once you double click Click to Add, a drop down list will appear, prompting you to
select the datatype for your field. For the present example, select Short Text.
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3. After selecting the data type, enter the required field name. Enter FirstName as the
field name for the given example.
Handling Databases
4. After entring the field names, you can now enter records in the table.
5.6. Understanding Tables in MS Access
MS Access uses table relationships to join tables
when you need to use them in a database object.
There are several reasons why you should create Facebook uses MySQL as primary
table relationships before you create other database database management systems
for data storage such as wall
objects, such as forms, queries and reports. posts, information of users, their
timeline and so on.
Excel vs Access
MS Excel is used to make graphs, charts, histograms and perform complext
calculations where as MS Access is database management tool, used to store
and manipulate data.
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• To work with records from more than one table, you
often must create a query that joins the tables.
• The query works by matching the values in the
primary key field of the first table with a foreign key
field in the second table.
• When you design a form or report, MS Access uses
the information it gathers from the table relationships
you have already defined to present you with
informed choices and to prepopulate property
settings with appropriate default values.
Primary Key
A primary key, also called a primary keyword, is a key in
a database that is unique for each record. It is a unique
identifier, such as a driver license number, telephone
number (including area code), or vehicle identification
number (VIN). A relational database must always have one
and only one primary key. Primary keys typically appear
as columns in relational database tables.
Foreign Key
A foreign key is a column or group of columns in a
relational database table that provides a link between
data in two tables. It acts as a cross-reference
between tables because it references the primary key
of another table, thereby establishing a link between
them.
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When you design a database, you divide your information into tables, each of
which has a primary key and then add foreign keys to related tables that reference
Handling Databases
those primary keys. These foreign key-primary key pairings form the basis for table
relationships and multi-table queries.
Primary Foreign
Key Key
Relationship
Primary
Key
5.7. Constraints in MS Access
In a database when we define any field as a Primary
Key (PK) there are two rules or constraints applied to
that field automatically. Checkpoint
Not Null: This constraint enforces that this field cannot Databases are structured set
of data.
be left unused. In Database terminology, NOT NULL is Rows are also called records
not considered as empty or zero, it just defined as the whereas columns are called
data has not been entered yet. fields.
Unique: This constraint enforces that the data entered in this field cannot be repeated
or all the values entered should be unique to each other.
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5.8. Creating Relationships in MS Access
For creating relationships in our database,
we need another table and will name it
tblHRData using Table Design as shown
in the image. Make sure to select the
relevant data type according to fields.
Now we will work with One-to-One Relationship in MS Access. This relationship is used
to relate one record from one table to one and only one record in another table.
1. Go to the Database Tools tab, click on the Relationships option.
2. Select tblEmployee and tblHRData holding the shift key and then click on the Add
button to add them to our view and then close the Show Table dialogue box.
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3. To create a relationship between these two tables, use the mouse, and click and
hold the EmployeeID field from tblEmployee and drag and drop that field on
Handling Databases
the field we want to relate by hovering the mouse right over EmployeeID from
tblHRData. When you release your mouse button, Access will then open the Edit
Relationships window.
4. This window relates EmployeeID of tblEmployee to EmployeeID of tblHRData. Now
click on the Create button and now these two tables are related.
5. The relationship is now saved automatically and there’s no need to click on the
Save button. Now that we have the most basic of relationships created, let us now
go to the table side to see what has happened with this relationship.
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6. Open and enter 5 random records of an employee in tblEmployees table. Here, on
the left-hand side of each record, you will see a little plus sign by default. When you
create a relationship, Access will automatically add a sub-datasheet to that table.
5.9. Queries in MS Access
Database tables can hold a lot of records, Checkpoint
in some cases, millions or billions of them.
Queries allow you to pull information from Not Null enforces that field
cannot be left unused.
one or more tables based on a set of Unique constraint enforces
that the data in the field
search conditions that you define. cannot be repeated.
A query is a special “question” you apply to the database to find specific data and get
the information you want. For this task, let’s continue working with the Employee table
we have used before.
Planning a Query
When planning a query that uses more than one table, you should go through these
four steps:
Pinpoint
Knowing precisely what question you want to answer is essential to building
a useful query.
Identify
Know every type of query result you want included in your query results.
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Locate
Know the fields that you need to include in your query and the tables they
are contained in.
Determine
Know the criteria the information in each field needs to meet and the Handling Databases
information you need to display.
Creating Queries in MS Access
Example 1: For this task, let’s continue working with the Employee table we have used
before. Let us suppose that we need the data of our employees with their first name,
last name and their salaries which are higher than 3500$.
Pinpoint Employees who earn more than $3500
Identify FirstName, LastName, StartSalary
Locate tblEmployee (EmployeeID, FirstName, LastName)
tblHRData (StartSalary)
Determine StartSalary>$3500
1. Click on the Query Design option from the create tab.
2. Select and add tbleEmployee and tblHRData.
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3. For the first column select the employee’s first name. In the second column select
employee’s last name. In the third column select StartSalary. We can get the data
from both tables accurately as both table’s EmployeeID fields are related to each
other using PK and FK.
4. After selecting the fields for a query, you can see the name of fields and other
options for Sort and setting a criterion. Select the Ascending option from the first
column (FirstName).
5. In the third column enter the criteria for salaries as preferred. In the example, we
have entered >3500. Which means that employees who have salaries greater than
3500 will be listed in ascending order after executing the queries.
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12. Save the query by using the right click on the query tab and save it with any
Handling Databases
preferred name. In the example, we have saved the query with the name of Salaries
Greater than 3500. Close the tab and run the query from the objects panel.
Example 2: Assume that we need the list of employees who have joined after the year
2018.
Pinpoint Employees who joined after 2018
Identify FirstName, LastName, HireDate
Locate tblEmployee (EmployeeID, FirstName, LastName)
tblHRData (HireDate)
Determine HireDate>12/30/2018
1. Add the preferred columns along
with the field of HireDate from
tblHRData.
2. And enter the criteria as
>12/30/2018 and press enter.
3. Save the query with an
appropriate name.
4. You will see list of employees who
have joined after 2018.
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Example 3: For this example, lets suppose we want to sort employees based on a
specific city based on user input.
1. In order to take user input, the
query design should look like this.
2. Save and run the query and this
time you will observe a
3. dialogue box will appear asking
parameters.
4. Enter the name of the city in the
dialog box and press OK.
5. The results would appear based
on the input specified.
5.10. Forms and Reports in MS Access
Forms in MS Access
Forms in Access are like display cases in stores that make it easier to view or get the
items that you want. MS Access is not just a database software, it also gives us the
liberty to use it as a software solution for business organizations, and to fulfil this
purpose using forms are one essential part where a user can access or enter the
relevant records in a database. Since forms are objects through which you or other
users can add, edit, or display the data stored in your Access desktop database, the
design of your form is an important aspect.
Creating Forms
There are a few methods you can use to create forms in Access. One of the easiest
ways to create a form is with a wizard.
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1. Open your database and go to the
Handling Databases
Create tab. In the Forms group, in the
upper right-hand corner, you will see
the Form Wizard button.
2. On this first screen in the wizard,
you can select fields that you
want to display on your form,
and you can choose from fields
from more than one table or a
query. Let us assume we want to
simply have a quick form that we
are going to use for data entry
for our employee information.
3. Let us assume we want to simply
have a quick form that we are
going to use for data entry for
our employee information. From
the Tables/Queries drop-down
list, select tblEmployees table.
Click on the double arrow to
move all the fields at once and
click Next.
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4. After clicking next, the Form Wizard will ask for the layout that we would like for
our form. We have the columnar, tabular, datasheet and justified layouts. We will
choose the columnar layout here and then click Next.
5. On the next windows we need to give a title to our form i.e. employeeForm.
6. Take a look at the following image. This is what form looks like.
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